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HomeMy WebLinkAbout94-167 Resolution No. 94-167 RESOLUTION ACCEPTING THE PROPOSAL OF DIXON ASSOCIATES, AIA/ARCHITECTS FOR THE KNIGHTS OF COLUMBUS FACADE PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of Dixon Associates, AIA/Architects for architectural services for the Knights of Columbus Facade Project at 10 Villa Court, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: June 22, 1994 Adopted: June 22, 1994 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • in Agenda I No. June 1, 1994 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Facade Improvement Program: Request to Provide Architectural Services PURPOSE To request City Council approval of a proposal by Dixon Asso- ciates to provide architectural services for a facade improve- ment project. BACKGROUND In May, 1993, the Knights of Columbus had submitted an appli- cation for participation in the City's Facade Improvement Program for their property at 10 Villa Court. As in the case of all applicants, discussions were held between the appli cant, architects and staff on the scope of the project and schedules. This was done with the expectation of a 1994 construction project. As it turned out, another project, for which a program agreement had been signed, as well as other . program costs, would account for the bulk of the $50,000 budget approved for the program. In order to maintain the momentum and to assure the Knights of the City's commitment to this worthwhile project, staff would like to proceed with some of the architectural services in preparation for 1995 construction. All parties understand that continuation of the project would be contingent upon 1995 funding. Dixon Associates, the assigned architect, has submitted a proposal (attached) for architectural services relative to this project. Design development has been completed. Remain- ing work includes preparing construction documents, bidding and preparation of construction contracts and construction services. The total cost of providing these services would be fixed at $7,860, plus reimbursables. Funds are expected to be available in 1994 to undertake the construction docu- ment phase at a cost of $3,940. These costs are usually r• approved with the program agreement between the City and the applicant. However, since the City cannot contractually commit to expending funds not available, the alternative would be to contract for those services which could reason- ably be funded. Facade Improvement Program June 1, 1994 Page 2 FINANCIAL IMPACT The cost of the construction document phase would be fixed at $3,940, plus reimbursables . These funds are budgeted under account 350-0000-795-78.99. LEGAL IMPACT None. RECOMMENDATION It is recommended that the City Council approve entering into an agreement with Dixon Associates to provide architectural services, specifically preparation of construction documents, for the Knights of Columbus facade project. Respectfully submitted, Richard B. Helwig City Manager amp Attachment DIXON ASSOCIATES, AIA/ARCHITECTS 202 West Main Street St.Charles,Illinois 60174 708.377.9399 708.377.9388 fax May 27, 1994 Ms. Deborah K. Nier Assistant to the City Manager City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 RE: FACADE IMPROVEMENT PROGRAM Knights of Columbus Building 10 Villa Court Elgin, Illinois Dear Ms. Nier: We are pleased to provide a proposal for continued architectural services for facade improvements for the Knights of Columbus Building at 10 Villa Court in Elgin, Illinois. Following is an outline of services which would be provided for the project: DESIGN DEVELOPMENT (completed) CONSTRUCTION DOC KENTS Based on the approved Design Development drawings, Dixon Associates will develop working drawings and specifications required for the construction of the project. Drawings will be prepared as required for permits and construction. BIDDING/CONSTRUCTION CONTRACTS Dixon Associates will assist in obtaining bids or negotiated proposals for permits, bidding and construction and assist in awarding and preparing contracts for construction. e { Knights of Columbus Building 10 Villa Court May 27, 1994 Page 2 SERVICES DURING CONSTRUCTION Services during construction will be based on the construction drawings and specifications (Construction Documents) prepared by Dixon Associates. The services involve "contract administration" and include: 1. Interpreting the Construction Documents and any changes made thereto. 2. Establishing the standards of acceptability of work performed by the contractors. 3. Judging the performance of the contractors, i.e. , the degree of conformity and progress of the Project as constructed, compared to that of the Project as planned. 4. Issuing certificates authorizing payment to the contractor on account of work performed and materials supplied. S. In addition to regular inspections at the job site, a special inspection will be made to determine the Date of Substantial Completion of the work and issuance of AIA Document G704, Certificate of Substantial Completion. 6. Informing the Owner of the status of the project relative to the above points. During the Construction Phase, several documents are of concern to the Architect. These construction documents become part of the Project record. These documents will be used by Dixon Associates for the adm-inistration cf t*:e cnnstrvction contract and are listed below with their corresponding American Institute of Architects numbers: 1. Certificate of Insurance (G705) or equivalent 2. Shop Drawings and Schedules (G712) 3. Field Reports (G711) 4. Change Orders (G701) 5. Field Orders (G708) 6. Applications and Certificates for Payment (G702, G703) 7 . Waivers, Receipts of Other Vouchers (G706A) 8. Certificate of Substantial Completion (G704) Knights of Columbus Building 10 Villa Court May 27, 1994 Page 3 Dixon Associates shall be the Owner's representative during the Construction Phase and shall advise and consult with the Owner as required. Instructions to the Contractor shall be forwarded through the Architect. The Architect shall visit the site at intervals appropriate to the stage of construction to determine if the progress and quality of the work is proceeding in accordance with the Contract Documents. On the basis of such on-site observations, the Architect shall keep you informed of the uroaress and au:F�lity of the work and shall endeavor to guard you against defects and deficiencies in the work of the contractors. In percentages, the outline of services is as follows: DESIGN DEVELOPMENT 20% completed CONSTRUCTION DOCUMENTS 40% $ 3,940 BIDDING/CONSTRUCTION CONTRACTS 15% $ 1,470 SERVICES DURING CONSTRUCTION 25% $ 2,450 100% $ 7,860 We propose to provide the services through project completion at a fixed fee of $7,860, plus reimbursable expenses. Reimbursable expense shall include the following and will be billed at cost: 1. Cost of reproduction of reports and drawings. 2. Photographic prints for the documentation of existing conditions. 3. Cost of site survey, if required. We hope that this proposal meets with your approval and look forward to commencing with this project upon your direction. If you have any questions or require additional information, please contact me at your convenience. Sincerely, �Wz) v Mark D. VanKerkhoff, AIA DIXON ASSOCIATES, AIA/ARCHITECTS MDV/mv El �•n Agenda Item No. September 1, 1993 TO: Mayor and Members of the City Council FROM: Larry L. Rice, City Manager SUBJECT: Facade Improvement Program for 115 East Highland Avenue at 22, 24 Douglas Avenue PURPOSE To present for consideration an agreement for participa- tion in the Facade Improvement Program for the properties at 115 East Highland Avenue and 22, 24 Douglas Avenue. This project would involve major rehabilitation of storefronts and repairs to the rear of the building. The estimated project cost is $102,000. The maximum rebate allowed for this project would be $72,525 . It is anticipated that the project will be phased over two years . A presentation of this project was made at the August 25 Committee of the Whole meeting. FINANCIAL IMPACT The maximum rebate allowed would be $72,525 . RECOMMENDATION It is rec nded that the City Council approve the Facade Improveme A nt with Ms . Judy Hines. Larry Rice, Qi4kS7 anager LLR:amp